We’re doing some work with someone soon in their space for the first time.

I’ve encountered all sorts of issues in the past when delivering face to face activity and have a little list of questions which are useful to know beforehand:

Venue Information

• Room Capacity and Layout: How many attendees can the room comfortably hold? We’d prefer U-shaped with tables or cabaret seating if possible.
• Audio/Visual (AV) Equipment: Please confirm a screen is available and the connections
• Internet Connectivity: Will there be reliable Wi-Fi access for any online components of the training?
• Temperature Control: Can the room temperature be adjusted to ensure a comfortable learning environment?
• Venue Access: How will I gain access to the venue (e.g., will I receive a code, need to meet someone there)?
• Set-up Time: How much time will I have before the training starts to set up any equipment or materials?

Participant Information

• Participant Numbers: An exact number of attendees will help with planning materials and seating arrangements.
• Accessibility Requirements: Are there any participants with disabilities that require specific accommodations (e.g., wheelchair ramps, assistive listening devices)?

Additional Considerations

• Catering: Will the venue provide refreshments or meals for the session? If not, what catering arrangements need to be made?
• Parking: Is there ample parking available?
• Health and Safety: Outline procedures or confirm someone will be briefing participants.

What do you ask as part of your prep?